Privacy Policy

Last Updated: December 2025

This Privacy Policy describes how the DVTPD Tracking System ("we", "our", or "the System") collects, uses, and protects personal information from learners, trainers, and administrators.

1. Information We Collect

We collect the following types of personal information:

• Learner Information: Name, student ID, date of birth, gender, contact details (email, phone, address), emergency contact, registration source, and external/partner organization IDs.
• Educational Records: Enrollment details, attendance records, assessment results, competency status, and completion certificates.
• Trainer Information: Login credentials (username, hashed password), display name, and assigned cohorts.
• System Access Logs: Login timestamps, IP addresses, and actions performed within the system for security and audit purposes.

2. How We Use Information

Personal information is used solely for educational purposes:

• Managing student enrollments and tracking academic progress
• Recording and monitoring attendance
• Assessing competency and issuing certificates
• Generating reports for program administration and accreditation
• Communicating with learners about their education
• Ensuring system security and preventing unauthorized access

3. Data Protection Measures

We implement the following security measures:

• Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest (database encryption)
• Authentication: Secure password hashing and session management
• Access Control: Role-based access (Admin, Trainer) limits data visibility
• Rate Limiting: Protection against brute-force login attempts
• Audit Logging: All sensitive data modifications are logged for accountability

4. Data Sharing

We do not sell, trade, or rent personal information. Data may be shared with:

• Authorized trainers for educational delivery
• Program administrators for oversight and reporting
• Accreditation bodies when required for program certification
• Legal authorities when required by law

5. Data Retention

Educational records are retained:

• Active Records: Maintained while learner is enrolled or for ongoing program administration
• Completed Programs: Retained for a minimum of 7 years for accreditation and verification purposes
• Certificates: Permanent records for credential verification
• Access Logs: Retained for 2 years for security audit purposes

6. Your Rights

Learners have the right to:

• Access: Request a copy of personal data held about you
• Correction: Request correction of inaccurate information
• Information: Know how your data is being used
• Complaints: Raise concerns about data handling practices

7. Contact Information

For privacy-related inquiries or to exercise your rights, contact your program administrator or the institution's data protection officer.

8. Policy Updates

This policy may be updated periodically. Significant changes will be communicated to users through system notifications.